The Resident Director's responsibility for students participating in a Cal Poly study abroad program is a virtually full-time charge, which can involve a variety of demanding and sometimes frustrating situations. Spanning the spectrum from interpreter of academic rules to personal confidant, the Resident Director will be tested in many (and unpredictable) ways during the program overseas. The International Education and Programs (IEP) Office shares in the responsibility of providing a quality study abroad program and is your partner in preparing students for a successful sojourn.

Prior to departure, the Resident Director will work with the Program Coordinator in the recruitment and selection of program participants. The Resident Director will join the Program Coordinator for informational meetings and classroom presentations, culminating with a pre-departure orientation. Specific responsibilities vary by program but generally include:

1. Prior to Departure:

• Academic advising
• Assist with program marketing and informational meetings
• Assist with student selection
• Set up communications or contacts overseas
• Assist with pre-departure orientation
• Participate in faculty orientation
• Prior to the program's departure from campus, advise all participants of any high-risk physical activities that may be required during the trip (i.e. extensive walking, hiking, climbing up hills, etc.)
• Provide syllabus to students

2. During Program:

• Serve as liaison between students, host institution, Cal Poly, local U.S. governmental offices, and government officials in the host country
• Communicate with Program Coordinator by e-mail/fax/ phone/mail with program updates at the intervals agreed upon
• Conduct an on-site orientation
• Explain your role and course expectations to student group
• Strive to achieve good group dynamics
• Assist students with cultural adjustment
• Integrate field trips into the main learning goals and curriculum
• Be responsible for coordination of program excursions and field trips
• Advise and counsel students
• Resolve student discipline issues, in some cases dismissing students from the program
• Respond to natural, political, and social emergencies
• Travel with group for complete program while on site
• Oversee the academic program
• Oversee all payments and receipts of program-related funds
• Keep accurate financial receipts for end-of-program accounting

3. Program Conclusion:

• Submit a Resident Director report
• Submit an incident report (if applicable)
• Submit budget report with receipts
• Submit travel claim

SUGGESTIONS FOR MAKING THIS A MEMORABLE (AND FUN) EDUCATIONAL EXPERIENCE FOR ALL:

• Maintain a pleasant, outgoing personality, a positive attitude, a good sense of humor, and tolerance;
• Be organized and make deliberate decisions, especially when under pressure in difficult circumstances. Be aware of and sensitive to changing situations;
• Exercise common sense and understanding rather than necessarily "pulling rank" as the faculty leader;
• Be consistent, flexible, and fair to all participants;
• Prepare in advance specific knowledge of the area and locations to be visited to enhance learning, understanding, and appreciation of the locale.
• Plan for emergencies.

While the group is abroad, the Resident Director is essentially "on call" around the clock. If this seems a bit over-stated, it is important to keep a few thoughts in mind:

• Some students who participate in the program have never traveled outside the country. Some still live in their parents' home. Quite a few have never been on an airplane. There will be many situations that they will be facing for the first time in their lives, including dealing with homesickness, culture shock, and communicating with foreigners.
• Ordinarily, while on campus, professors do not have to concern themselves with their students outside the classroom. Abroad, this situation changes dramatically. It is important to know that the Resident Director, the Program Coordinator, the service providers, and the University could be held legally liable for any misfortune that befalls a student on a study trip that was organized by a representative (or Department) of the University.
• Resident Directors are not expected to be able to watch over the students like a parent, nor do we want to imply that we will play a parental role. However, it is important that the students know how to reach the Resident Director at all times during the length of the program in the event of an emergency.
• There have been many real emergencies over the years on study abroad programs. Some examples include serious illness and accidents that required early repatriation, a death in the family of a student abroad, a student who was sexually assaulted, and students who were robbed. Of course, hundreds of thousands of students have traveled abroad without incident and this is not an attempt to discourage Resident Directors. These examples are given simply to illustrate that there is an enormous difference in teaching abroad and at home. A Resident Director must be prepared and willing to take on this added responsibility.

Overall, a successful Resident Director must enjoy working with students and possess administrative skills. He/she must be comfortable providing student counseling and taking disciplinary action if necessary. Diplomatic skills are required to establish good relations with overseas institutions or contractors. Finally, the Resident Director should be familiar with the host country and its culture.

Responsibilities of Program Coordinator

Marketing & Recruiting

• Develop and distribute brochures
• Outreach (class and club appearances)
• Design and implement materials and presentations
• Prepare and present information meetings

Advising

• Advise and counsel students on the program
• Interview students to determine their suitability for the program

Program Administration

• Develop program proposal for administrative approval
• Develop student application, participation forms, releases, emergency and information forms
• Develop and implement faculty recruitment and equal opportunity selection
• Distribute and collect forms from faculty and students
• Provide a brief list of University regulations and policies to participants
• Assist Cal Poly students with Passport application
• Collaborate with faculty to develop program curriculum
• Answer program questions from faculty, students and parents
• Maintain and update all forms / appropriate links on program web page
• Develop, maintain and analyze budget of program
• Coordinate and facilitate pre-departure and re-entry workshops
• rogram assessment

On site - logistics

• For programs that require on site logistical administration, work with vendors and universities to arrange for all logistical aspects of trip for faculty and students
• Monitor health related and safety issues as well as State Department alerts, and convey pertinent information to appropriate administrators
• Act as lead contact in crisis intervention, coordinating all communication between Resident Director, participants, IEP, Crisis Response Team, and other administrative offices